NetClose - Reconciliation Document Management

Overview:

The Document Management feature in NetClose Reconciliations provides the user with a live connection between their Microsoft SharePoint files and the Reconciliation Records within NetClose. This feature streamlines the reconciliation process by providing the user with a direct link to all support documentation and the ability to auto-create support "Items" within the Reconciliation Record. 

Initial Setup

1. Download the Shared Transactions SuiteApp (No additional cost) .

2. Navigate to Netgain > Setup > System Setup> Microsoft File Management

3. First click on the Microsoft Azure Tokens link. This will prompt the user to sign in to their Microsoft account. Once signed in, the system will gain access to the user's authorized folders. Users will know the connection was successful when there are asterisks under the "Access Token" and "Refresh Token" fields.

4. Specify the name of the Microsoft "Site" under the "Site Name" field. This is the name of the drive that stores the documents (not the URL). This is only used if you have a Microsoft SharePoint Online (SPO) license. The spelling needs to match exactly to the SharePoint Site. It is case sensitive.

5. The system will automatically create a "Netgain Tools" folder. The user can specify where they want that folder to be stored under the field "Netgain Tools Folder Path". If no folder path is specified, the "Netgain Tools" folder will be created at the root of the drive.
   
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Reconciliation Setup

1. If the reconciliations are setup, generate reconciliations for the next month. The Document Management feature will automatically create a default folder structure with a subfolder for the current reconciliation period. Initially the folders will be created following the user's NetClose Reconciliation Parent and Child groups. This folder structure can be customized to the user's preference after it is initially created. The system will then use the customized folder structure when auto creating folders in future periods. 

2. Users can either drag and drop files or can search for a file by selecting Upload File. If they would like to organize their files they can select Create Folder. Once these files are linked and customized, they will remain linked/customized for future reconciliation periods. View full size
   

3.  The Document Management feature will also generate an Import File Tag that relates to each reconciliation. These file tags are randomly generated but can be overridden. Once overridden, future reconciliations of that account/subsidiary combination will use the new tag. These tags are used as text indicators. See step 5 for more information. View full size
   

4. To customize all File Import Tags, perform a CSV import for the first month of reconciliations (the first month the Microsoft Connection was established) to override the field “Reconciliation Group Tag” (custrecord_nact_recon_group_tag) for each reconciliation to a unique string of characters. Once updated, this tag can be used to upload reconciling items from any excel file from within the larger "Netgain Tools" folder generated by the system.

5. If the user would like NetClose to auto-create an "Item" on the Reconciliation Record, they would input a text indicator in their file by using their Import File Tag ("NETCLOSE_TOTAL_DEBT>" ). This indicator tells the system to bring in the balance and the description. If the arrow on the indicator is pointing to the RIGHT, the system will pull in the balance to the right of the text indicator and the description to the right of the balance and vice versa for the arrow pointing to the LEFT. The system will pull in this information and create an "Item" to explain the unexplained balance for the reconciliation. The tag can be used to bring in more than one item, so if the tag appears twice in one file it will create two reconciling items. View full size View full size Once setup, the user is ready to begin their reconciliation process!